Data Support

Support for data collection, reporting, and analysis

The Management Information System (MIS) Support Project has a range of resources that provide options for professional development and ongoing support for collecting and using data. MIS Support staff are available to agency staff to:

  • Assist with effective data entry, collection and use (both quantitative and qualitative data);
  • Provide consultation on eData v2 issues;
  • Assist programs with reviewing qualitative and quantitative data to identify areas of strengths and areas of improvement; and
  • Assist programs with reviewing qualitative and quantitative data to assist with the creation of documents to collect additional data.
  • Link to eData v2 (data entry)

e-Data Tech Support Contact Information

  • call 877.857.8869 (toll-free)
  • email eDataTechSupport@psu.edu
eData v2 Support

In an environment focused on accountability and program improvement, access to and the effective use of program data is essential. In the past decade, the Pennsylvania Department of Education’s Bureau of Post Secondary and Adult Education has invested in the development of online data systems to support their statewide network of education providers’ accountability and reporting requirements, and to inform providers’ program improvement efforts. The Bureau’s Division of Adult Education (DAE) provides funds to the Institute to coordinate a state leadership project (Management Information System (MIS) Support) to support these efforts.
1) Assist DAE and providers’ staff with various data tasks, including data entry, reports, and analyses, and
2) Provide professional development and consultation on collection, management, analyses, and interpretation of quantitative data in the online data systems and qualitative data to support decisions for improving practice.

eData v2 Instructional Manual and Glossary

The  eData V2 Instruction Manual and Glossary 17-18 NEW documents are designed to assist users with efficient use of the eData v2 system.  These documents defines data fields used in eData v2.  Familiarity with these terms will assist you in entering, summarizing, and analyzing program data for reporting purposes, and for program planning and improvement.

The eData v2 Entry Quick Reference Guide was developed to assist data entry users when entering data into the eData v2 system.  The information in this document was pulled directly from the eData v2 System Manual.

The eData v2 Navigation for View Only Users video was developed to assist View Only users when navigating the eData v2 system.  This video presentation explains how to navigate the eData v2 system using short video segments for each of the eData v2 elements, such as classes, groups, pairs, adults, staff, contracts, families and children.  This allows viewers to watch only the sections relevant to your program. This presentation is not a substitute for the eData v2 Introduction data entry training.  The video segments do not cover data entry procedures.

eData v2 Entry Forms PY 17-18 NEW

The forms below may be used to collect information for data entry into the eData v2 system.
NOTE: If your agency collects additional information at intake and creates a custom form for data collection, it is required that all data collected in the forms below must be included in your locally created data collection forms, including the statement regarding F-1 Visas on page 1 and the consent paragraph on page 3 of the Adult Intake form.

eData v2 Entry Forms PY16-17

The forms below may be used to collect information for data entry into the eData v2 system.
NOTE: If your agency collects additional information at intake and creates a custom form for data collection, it is required that all data collected in the forms below must be included in your locally created data collection forms, including the statement regarding F-1 Visas on page 1 and the consent paragraph on page 3 of the Adult Intake form.

eData v2 Access Template

The Microsoft Access Database Template is a tool available for agencies to use with exported data from the eData v2 system. The database provides data reports and queries that allow agencies to manage program data and check data for errors and/or missing information. In addition, the database file allows agencies to create custom data reports and queries for more detailed data analysis. To set up the database template, use the instructions sheet below.  We also provided a link below to a recording of our webinar on the setup of the template.  There is also a link to a document that explains “What’s Inside” the database template.  For additional information, contact us for assistance.

Prior Years’ Template Files

eData v2 FAQ

Frequently Asked Questions from eData v2 Users

Q:  Where can I access additional documents to help me understand the eData v2 system? Go to eData v2 Help Documents for additional resources.

Q: I opened eData v2 and when I try to click the “Select” link to open a record, such as an adult, class or group, the link does not work.  Nothing happens when I click “Select.” This is a known issue related to using Internet Explorer 11.  The document titled Using e-Data with Internet Explorer 11 explains the settings changes required to resolve this issue.  The document can also be found on the Help Documents page.

Q: I entered an adult in eData v2 and when the page saved, the adult is locked and I cannot enter data. The bottom of the screen includes a message that the adult is inactive due to a PAsecureID near match. What do I do? The document titled Unlocking PAsecureID Near Matches in eData v2 explains the entire process and should be read by all data entry staff.  The document can also be found on the Help Documents page.

Q: How do I add attendance for an adult that was assigned to a class/group AFTER attendance was already entered for the month? Assign the adult to the class. Open the Class file and click the Attendance tab. Click the Search button at the bottom of the screen to list the attendance entries already entered. Select the entry of attendance where the adult first attended. Enter the adult hours and make the Status Active and click Save.

Q: How do I get assigned to an eData v2 group to access the system? A step-by-step guide to adding users to eData v2 groups can be found on the document Assigning Users to eData v2 on the PDE Website, which is also found on the Help Documents page.

Q: I downloaded and updated the Access database template, but when I run reports, nothing appears. What did I do wrong? In most cases, this is related to Step 3 of the template directions. Files must be extracted to the c:\data folder. If the files are located in any other location, the template cannot find the files to import. Repeat Step 3 and Step 5 of the template instructions again.

Q: I cannot login to the PDE website. How do I reset my password? On the PDE website, click Log In Help at the top of the left navigation bar (below the Login link). On the right side of the page that appears, click the “here” link in the Forgotten Password section. Enter your email address and click Submit. Enter the answer to your secret question and click Submit. You will receive an automatic email from the PDE website. Follow the directions in the email.

Q: I entered multiple assessments for an adult and the adult showed an educational gain in Math but not Reading. The Reading is highlighted but not the Math. Why isn’t the assessment with the Ed Gain highlighted? The eData v2 system allows entry of multiple administrations of multiple assessments. However, per NRS and Bureau policy, eData v2 will automatically select the lowest EFL first administration sub test as the student entry level. Scores entered in eData v2 for follow-up administrations will determine an exit level for learners. The difference between entry level and exit level will determine educational gain, defined as completion of an EFL. The EFL gain result for the lowest first administration will be used for NRS reporting purposes.

Q: I need to submit the end of year Data Validation report. Where do I find the form to submit to PDE? The form used to submit the Data Validation report is found in the C.130 Verifying and Reporting Data policy. Please refer to the policy manual documents posted on the Division of Adult Education Administrative Documents web page.

Q: I ran the Adult Ed NRS Table report in the Access Template and also ran the Adult Ed NRS Table 4 Report in the data validation screen and when I look at the total number of enrolled adults, they are different.  Why? When you run the NRS Table 4 report on the Reports screen of the template, it totals the adults enrolled in an 064 contract.  When running the Adult Ed NRS Table 4 report in the Data Validation screen, this report reviews where an enrolled adult will count based on the services provided.  For example, if the adult was served in multiple contracts, the adult is counted in the Data Validation reports based on the following rules.  If the adult is in a Family Literacy contract and the family has met enrollment status, the adult is counted in Family Literacy.  If the adult is served in both Adult Ed (064) and EL/Civics (061), the report looks at where the adult earned the most instructional hours.  To review a list of adults served in multiple contracts, run the “Adults Served in Multiple Contracts” report on the reports screen of the template.

References, Tips and Tools

References

The Annotated Bibliography is a carefully selected set of research-based resources that practitioners and administrators can use to support their work on the Program Improvement/Professional Development (PI/PD) plans. This reference list allows practitioners to investigate independently high quality data resources. Criteria for selection includes being online, free (nearly all), practical, and research-based. The resources consist of articles, government reports, tables, videos, websites, book chapters, and entire books. Each annotation includes a brief overview and, when possible, the page numbers and video length. Most resources were culled from the internet and vetted so that they are practical and of high quality.

The Annotated Bibliography is a work in progress. As new resources are located, they will be added. As part of the Data Learning Community, please send any resources you wish added to the bibliography to Michael McCarty at mdm151@psu.edu.  Please include the title, URL, and your reason for wanting the resource added.

Tips

This section contains tips for basic qualitative data collection. The tips sheets provide basic information on the method, such as when to use it, how to plan for it, and how to implement it.

Tools

This section will comprise of Tools that have been researched and found to have potential value to the field. Program staff who have developed tools that were successful for their PI/PD plan are invited to send them to Michael McCarty at mdm151@psu.edu for review and inclusion, so that other programs can benefit from the information.

Tools may include anything that relates to Qualitative Data Methods:

  • Interviews (protocols and questions)
  • Direct Observation (protocol)
  • Surveys and Questionnaires (protocols and questions)
  • Document analysis (protocol for analysis of portfolios, agendas, minutes, lesson plans, implementation guides, photographs, videos, etc.)

MIS Identified Tools

Surveys/Questionnaires

1. Parental Support Template https://www.surveymonkey.com/s/parental-support-template
A seven-question Likert scale (“Not at all” to “A tremendous amount”) that explores how well parents perceive their involvement with their child (school, friends, learning).

2. Family Literacy Resources for New Parents feedback survey http://www.surveymonkey.com/s/8S3YW27
A questionnaire for a program to ascertain how new families enjoyed a variety of resources (“Clear,” “Fun,” “Interesting,” “Valuable,” “Enjoyable”—Check All that apply); checklist of other resources they’d like; access and use of website; program size, etc. Mostly checklist, but some open-ended. (Actually, I think this is a better example of a not-so-good survey. Either include it with that caveat or delete it).

Interviews/Focus Groups

1. Sample In-depth Interview Guide http://www.nsf.gov/pubs/1997/nsf97153/c3app_b.htm
Protocol example (two pages) for conducting an interview with questions and probes.

2. Sample Focus Group Topic Guide http://www.nsf.gov/pubs/1997/nsf97153/c3app_c.htm
Protocol example (5 pages) for conducting a focus group. The topic here for discussion are the new standards.

Direct Observation

1. Sample Observation Instrument http://www.nsf.gov/pubs/1997/nsf97153/c3app_a.htm
Observation protocol (three pages) for observing faculty. Includes checklists, open-ended descriptions (e.g. hands-on activities, problem-solving activities, technology, assessment). Section Two (10 pages) is a Likert type scale of key indicators to rate the session. It also asks for “supporting evidence” (open-ended).

2. Classroom Observation Protocol http://ed.fnal.gov/trc_new/program_docs/instru/classroom_obs.pdf
A very detailed descriptive and evaluative observation tool (17 pages). Includes open-ended items (e.g. description of activities, demographics, resources, behaviors) as well as continuum (e.g. interactions, engagement, teacher role). This tool is designed to solicit feedback from both the teacher and the observer. Ten pages of this document are dedicated to instructions and to observation protocol.

3. MIS developed tools

Tools from the Field

Submitted with permission:

1. Classroom Observation Rubric. Mary Lou Friedline, PIC, Westmoreland County, PA.

2. Prior Schooling Inventory. Dr. B. Allan Quigley, retired, St. Francis Xavier University, Nova Scotia, CA